Agenda Document Pack - Housing and Community Safety Committee - 06/05/2025
Moray Council · 6 May 2025
Back to Housing and Community Safety Committee — 6 May 2025 and its agenda
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Housing and Community Safety Committee Tuesday, 06 May 2025 NOTICE IS HEREBY GIVEN that a Meeting of the Housing and Community Safety Committee is to be held at Council Chambers, Council Office, High Street, Elgin, IV30 1BX on Tuesday, 06 May 2025 at 09:30. BUSINESS 1. Sederunt 2. Declaration of Group Decisions and Members Interests * 3. Resolution Consider, and if so decide, adopt the following resolution: "That under Section 50A (4) and (5) of the Local Government (Scotland) Act 1973, as amended, the public and media representatives be excluded from the meeting for Item 7 of business on the grounds that it involves the likely disclosure of exempt information of the class described in the relevant Paragraphs of Part 1 of Schedule 7A of the Act.” 4. Minute of meeting dated 11 February 2025 5 - 8 5. Written Questions ** 6. Information Reports - if called in Item(s) which the Committee may wish to consider with the Press and Public excluded Page 1
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7. Building Services Budget Report 2025-26 [Para 9] • 9. Information on terms proposed or to be proposed by or to the Authority; Information Reports - Not for Discussion at this Meeting Any member wishing to call in a noting or information report from one meeting shall give notice to Committee Services at least 48 hours before the meeting for which the report is published. The Notice shall be countersigned by one other elected member and shall explain the reason for call in including any action sought. Information Report - Housing Investment Annual Report 2025-26 and Update on SHQS Compliance Improvement Plan Report Report by Depute Chief Executive (Economy, Environment and Finance) 9 - 16 Information Report - Tenant Participation Strategy 2024- 2029 Report by Depute Chief Executive (Economy, Environment and Finance) 17 - 24 Summary of the Housing and Community Safety Committee functions: To deal with matters relating to Housing/HMOs, Housing Regeneration, Homelessness, Social Inclusion, Equalities, Community Safety, Anti- Social Behaviour (including road accidents) and Community Liaison. Watching the Meeting You can watch the webcast live by going to: http://www.moray.gov.uk/moray_standard/page_43661.html Webcasts are available to view for 1 year following the meeting. You can also attend the meeting in person. If you wish to attend in person, please come to the High Street entrance door and a member of staff will let you into the Chamber. Page 2
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GUIDANCE NOTES * Declaration of Group Decisions and Members Interests - The Chair of the meeting shall seek declarations from any individual or political group at the beginning of a meeting whether any prior decision has been reached on how the individual or members of the group will vote on any item(s) of business on the Agenda, and if so on which item(s). A prior decision shall be one that the individual or the group deems to be mandatory on the individual or the group members such that the individual or the group members will be subject to sanctions should they not vote in accordance with the prior decision. Any such prior decisions will be recorded in the Minute of the meeting. ** Written Questions - Any Member can put one written question about any relevant and competent business within the specified remits not already on the agenda, to the Chair provided it is received by the Proper Officer or Committee Services by 12 noon two working days prior to the day of the meeting. A copy of any written answer provided by the Chair will be published on the Council’s committee management system by 4pm the day before the meeting. The Member who has put the question may, after the answer has been published, ask one supplementary question directly related to the subject matter at the meeting, but no discussion will be allowed. No supplementary question can be put or answered more than 10 minutes after the Council has started on the relevant item of business, except with the consent of the Chair. If a Member does not have the opportunity to put a supplementary question because no time remains, then he or she can submit it in writing to the Proper Officer who will arrange for a written answer to be provided within 7 working days. Page 3
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MORAY COUNCIL Housing and Community Safety Committee SEDERUNT Councillor Amber Dunbar (Chair) Councillor Donald Gatt (Depute Chair) Councillor James Allan (Member) Councillor Neil Cameron (Member) Councillor Tracy Colyer (Member) Councillor John Divers (Member) Councillor Jérémie Fernandes (Member) Councillor David Gordon (Member) Councillor Juli Harris (Member) Councillor Sandy Keith (Member) Councillor Marc Macrae (Member) Councillor Paul McBain (Member) Councillor Shona Morrison (Member) Councillor Derek Ross (Member) Councillor John Stuart (Member) Ms Alison Angus (Non-Voting Member) Ms Beverley Davenport (Non-Voting Member) Ms Elizabeth McKnockiter (Non-Voting Member) Clerk Name: Lissa Rowan Clerk Telephone: 07765 741754 Clerk Email: committee.services@moray.gov.uk Page 4
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MORAY COUNCIL Minute of Meeting of the Housing and Community Safety Committee Tuesday, 11 February 2025 Council Chambers, Council Office, High Street, Elgin, IV30 1BX PRESENT Ms Alison Angus, Councillor Neil Cameron, Councillor John Divers, Councillor Amber Dunbar, Councillor Jérémie Fernandes, Councillor Donald Gatt, Councillor David Gordon, Councillor Juli Harris, Councillor Sandy Keith, Councillor Marc Macrae, Councillor Paul McBain, Ms Elizabeth McKnockiter, Councillor Shona Morrison, Councillor Derek Ross, Councillor John Stuart, Councillor Sonya Warren APOLOGIES Councillor James Allan and Ms Jane Bartecki IN ATTENDANCE Depute Chief Executive (Economy, Environment and Finance), Head of Housing and Property Services, Property Asset Manager, Housing Strategy and Development Manager, Building Services Manager, Mr M Gray, Senior Housing Officer (Info), Mrs G Anderson, Senior Solicitor and Mrs L Rowan, Committee Services Officer as Clerk to the Committee. 1 Chair Councillor Dunbar, being Chair of the Housing and Community Safety Committee, chaired the meeting. 2 Welcome The Committee joined the Chair in welcoming Mrs Beverley Davenport as an observer to the meeting prior to taking up the position of Tenant Representative at the next meeting. 3 Declaration of Group Decisions and Members Interests In terms of Standing Order 21 and 23 and the Councillors’ Code of Conduct, there were no declarations from Group Leaders or Spokespersons in regard to any prior decisions taken on how Members will vote on any item on the agenda or any declarations of Member’s interests in respect of any item on the agenda. Item 4. Page 5
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4 Resolution The Committee resolved that under Section 50A (4) and (5) of the Local Government (Scotland) Act 1973, as amended, the public and media representatives be excluded from the meeting for the items of business detailed below, on the grounds that it involves the likely disclosure of exempt information of the class described in the relevant Paragraphs of Part 1 of Schedule 7A of the Act. Paragraph Number of Minute Paragraph Number of Schedule 7a and Reason 11 9 - Information on terms proposed or to be proposed by or to the Authority. 5 Minute of meeting dated 19 November 2024 The Minute of the meeting of the Housing and Community Safety Committee held on 19 November 2024 was submitted and approved. 6 Written Questions The Committee noted that no written questions had been submitted. 7 Housing Investment Plan to 30 November 2024 Under reference to paragraph 9 of the Minute of the meeting of this Committee dated 7 May 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) informing the Committee of the progress on the Housing Investment Plan 2024/25 at the end of November 2024 with specific update on the Housing Investment Improvement Plan. During his introduction, the Property Asset Manager provided an update in relation to capital spend on the compliance improvement plan since the report was written advising that, to date, just over £8m spend had been achieved comprising 72 solar panel installation, around 400 areas of insulation (inner/cavity wall and loft), 170 bathroom upgrades, 180 kitchen upgrades and just over 200 heating replacements. This was noted. Following consideration, the Committee unanimously agreed to note: (i) progress of the Housing Investment Programme to 30 November 2024, as detailed in Section 3 and Appendices I to VI of the report; (ii) progress of the improvement plan as highlighted in Section 4 of the report including the verbal update provided by the Property Asset Manager; and Page 6
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(iii) the revised projected outturn to 31 March 2025, as detailed in Section 5 and Appendices I to VI of the report. 8 Moray Affordable Housing Investment Programme Under reference to paragraph 8 of the Minute of this Committee dated 19 November 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) informing the Committee of progress on the Affordable Housing Investment Programme in Moray. During her introduction, the Housing and Strategy Development Manager advised of a typo at paragraph 4.5 of Appendix I where 'X' should be replaced with Elgin. This was noted. Following consideration, the Committee unanimously agreed to: (i) note progress on the Moray Affordable Housing Investment Programme; (ii) note progress on the delivery of the Council’s new build and acquisition programme; (iii) note progress on delivery of housing at Bilbohall, Elgin; and (iv) approve the Jubilee Cottages, Victoria Road Lettings Plan at Appendix I for implementation noting that at paragraph 4.5 'X' should be replaced with Elgin. 9 Housing and Property Budget Report to 30 November 2024 Under reference to paragraph 8 of the Minute of the meeting of Moray Council dated 28 February 2025, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) presenting the budget position for the Housing Revenue Account (HRA) and General Services Housing and Property Budget for the period up to 30 November 2024. Following consideration, the Committee unanimously agreed to note the budget monitoring report for the period to 30 November 2024. 10 Tenant Survey Improvement Plan 2025-28 Under reference to paragraph 6 of the Minute of the meeting of this Committee dated 19 November 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) informing the Committee of the service improvement actions arising from the findings of the Tenant Survey 2024. The Committee joined the Chair in commending the Service for the work undertaken in the recent survey and thereafter unanimously agreed to: (i) approve the Improvement Plan at Appendix I for implementation; and Page 7
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(ii) note that the next Tenant Satisfaction Survey will be carried out in 2027. 11 DLO Budget Monitoring Report to 30 November 2024 Ms Angus and Ms McKnockiter left the meeting at this juncture. Under reference to paragraph 11 of the Minute of the meeting of this Committee dated 7 May 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) presenting budget monitoring information for the period to 30 November 2024 for the Building Services Trading Operation. It was noted that Moray had been reported as having the lowest house vacancy rate in Scotland and the Committee joined the Chair in commending the Service for the increase in the repairing of void properties to allow them to be relet within an average of 34 days which was an improvement from last year's performance of 35 days and thereafter unanimously agreed to note: (i) the financial information for the period to 30 November 2024, as detailed in Section 5 and Appendix I of the report; (ii) Building Services operating performance for the period to 30 November 2024, as set out in Section 6 of the report; and (iii) the revised projected outturn to 31 March 2025, as detailed in Section 7 and Appendix I of the report. Page 8
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Report to: Housing and Community Safety Committee Meeting Date: 6 May 2025 Report by: Depute Chief Executive (Economy, Environment and Finance) Report No: HPS004/25/NS Author: Neil Strachan Contact Email: Housingasset@moray.gov.uk Subject: Housing Investment Annual Report 2025/26 and Update on SHQS Compliance Improvement Plan Report 1. PURPOSE ☐ For Decision ☒ For Information 1.1 The purpose of this report is to inform the Committee of the planned investment work included within the Housing Investment Programme 2025/26 which budget was approved at the Council meeting on 26 February 2025 (paragraph 4 of the draft minute refers) along with providing an update on the Scottish Housing Quality Standards Compliance Improvement Plan. 1.2 This report is submitted to Committee in terms of Section III G (3) of the Council’s Scheme of Administration relating to the maintenance of the Council’s housing stock. 2. SUMMARY 2.1 The report provides an update on the progress of the Scottish Housing Quality Standards (SHQS) Compliance Improvement Plan. It notes that while the final year- end report on performance to the Housing Regulator has not been completed it is likely that the targets set out in the improvement plan will not have been met. However, significant progress has been made, and it is expected that the target levels will be achieved during the 2025/26 reporting year. Page 9
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2.2 The report also provides details of the 2025/26 Investment Plan which was approved at Council on 26 February 2025 and provides some detail as to the planned capital works which are intended to be completed alongside the compliance improvement programme. 3. BACKGROUND AND CONTEXT 3.1 The Council meeting of 26 February 2025 approved the Housing Revenue Account Annual Budget for 2025-26. Within this approved budget there is the Housing Investment Plan budget. APPENDIX I shows the approved budget for 2025/6 along with intended budgets for 2026/7 and 2027/28. 3.2 The Housing Investment Plan reflects the investment priorities which tenants identified within the most recent tenant survey and regulatory requirements. In particular ,the Business Plan provides for the level of investment required to meet Scottish Housing Quality Standard (SHQS) and Energy Efficiency Standard for Social Housing (EESSH) standards. This indicates that the level of investment activity has increased significantly in current years. A project board has been constituted to coordinate and monitor the planning and expanded capacity needed to deliver the enhanced output. Projections in this area will remain subject to economic influences and supply chain variables, however being managed as a multi-year programme, this oversight will manage fluctuations in cost and availability. This may, however, lead to single year variances within the overall programme, which is typical of a multifaceted plan of this scale and complexity. 3.3 As of 31 March 2024, 22.6% of the Council’s stock met SHQS, compared with 74% of our peer group, 77% for local authorities and 84% for all benchmarked landlords (including housing associations). Moray Council’s performance had dropped from over 90% in 2020/21 following an enhancement of the standard to include both the energy efficiency provisions of EESSH and in 2022/23 further enhancements in relation to fire safety and electrical safety certification. Accordingly, the Council’s attainment fell significantly against the higher standards and remedial programmes have been developed to improve this position. 3.4 As this report had been prepared before the financial year end the current compliance with SQHS is not available yet, however, it is expected to increase significantly from the figure of March 2024 due to the work undertaken in the Scottish Housing Quality Standards Compliance Improvement Plan. It is, however, recognised that there is still work to do and works on the improvement plan have been budgeted for the 2025/26 financial year on top of general investment. 3.5 The table below provides details of progress on improvement of SHQS compliance: Date SHQS Compliance % 31 March 2023 15 31 March 2024 23 31 December 2024 35 Page 10
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28 February 2025 37 31 December 2025 80 (target) 31 March 2026 90 (target) 4. UPDATE ON SHQS COMPLIANCE IMPROVEMENT PLAN 4.1 A programme of electrical inspection and certification to meet the enhanced requirements of SHQS has been undertaken over the last couple of years with significant works undertaken in the course of 2024/25. Over 80% of the housing stock has now been inspected with certification available for around 80% of the properties requiring certification. The programme of works will continue into 2025/26 financial year to follow up with non-access issues and achieve the 100% that is being strived for. 4.2 The second key component of SHQS which requires improvement is EESSH. As at 1 March 2025, 63.5% of the Council’s stock met EESSH, compared with 87% of our peer group, 88% for local authorities and 91% for all benchmarked landlords. There is an aspiration of bringing performance in line with the above local authority benchmark by the end of the reporting year, however it is likely that the Council will not meet this target. Contracts are in place and work is progressing across Moray to deliver the improvements in the energy performance in the Council’s housing stock however challenges with securing contractors and sign up from tenants has delayed works. It is now expected that the stock will meet the target in time for the formal reporting to the Housing Regulator in 2026. 4.3 The improvement action plan as reported to this Committee on May 2024 has continued to deliver programmed works to a number of properties (para 9 of the Minute refers). The delivery model identified improvements across three management areas: 1) Moray East 2) Moray Central 3) Moray West 4.4 The core Accelerated programme was based on an initial assessment of the housing stock requirements and on 01 March 2025, has delivered the following improvements: 266 Heating installations (including 55 air source heat pumps) 192 Kitchen upgrades 190 Bathroom upgrades 216 Loft top up insulations 202 Internal wall insulations 125 Cavity wall insulations 72 Solar panel installation Page 11
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4.5 These improvements have been targeted to ensure compliance with SHQS with other planned work undertaken at the same time which will be reported in the budget outturn report due at the next meeting of this Committee. 4.6 It is recognised that work is still required to ensure compliance is increased across the housing stock however with the various contractors on site delivering across Moray it is expected that the compliance target will be reached during the coming finance year. 4.7 HOUSING INVESTMENT PLAN 2025/26 As stated above, the Council meeting of 26 February 2025 approved the Housing Revenue Account Annual Budget for 2025-26. A copy of the Housing Investment Plan budget that was approved at this meeting is attached in APPENDIX I. 4.8 Within the budget for the financial year there is a significant allowance for the continuation of the SHQS Compliance Improvement Plan with £16.7M identified in budget heading EESSH to provide for the works. Contractors are appointed to deliver this level of work across the Moray area with a high degree of confidence that this level of spend will be delivered. 4.9 In addition to this area of work there is still significant capital budget set aside for other improvements in the housing stock with the budget available to undertake around 100 bathroom upgrades, improvements to windows at around 300 properties, 246 heating upgrades and insulation to around 100 properties which are not included in the improvement plan. 4.10 The planned works will be undertaken via a mixture of the DLO and external contractors and spend on each line will be monitored closely to ensure the improvements required are delivered. 5. SUMMARY OF IMPLICATIONS 5.1 The table below shows whether risks and implications apply if the recommendations are agreed: SUBJECT YES NO Corporate Plan and 10 Year Plan (Local Outcome Improvement Plan) x Policy and Legal x Financial x Risk x Staffing x Best Value and Transformation x Property x Information Communications Technology/Digital x Equalities. Social Inclusion and Economic Impact x Page 12
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Climate Change and Biodiversity Impact x 5.2 Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP)) Improved Collaborative Leadership, as part of continuous improvement through Best Value, will better enable the Council to fulfil the ambitions set out in its strategic plans. a) Links to Council Corporate Plan – The proposals in this report support and contribute to improved outcomes for communities as outlined in the following Council Plan strategic priorities: ☒ Tackle Poverty and Inequality. ☒ Build Stronger Greener Vibrant Economy. ☒ Build Thriving, resilient, empowered Communities. b) Links to Local Outcomes Improvement Plan – The proposals in this report support and contribute to improved outcomes for communities as outlined in the following local Outcomes Improvement Plan priorities: ☐ Developing a diverse, inclusive, and sustainable economy ☒ Building a better future for our children and young people in Moray. ☐ Empowering and connecting communities. ☒ Improving wellbeing of our population. 5.3 Policy and Legal Maintenance and improvement works are carried out in order to meet statutory legal requirements and in accordance with current relevant policies. 5.4 Financial The financial implications associated with this report are detailed in paragraphs 3 and 4 and also the report approved at Council on 26 February 2025 (para xx of the Minute refers). The planned level of spend in 2025/26 is as set out in APPENDIX I, along with projections for the following two financial years. 5.5 Risk Failure to expend agreed budgets have affected the Council’s ability to maintain stock at the SHQS, replace life expired elements and attain the EESSH. Budget Managers are aware of responsibilities for managing budget allocations and approval for variance will be sought from Committee in line with the Financial Regulations. There is a risk of not delivering the scale of improvement sought in 2025/26, notwithstanding the additional resourcing of the accelerated programme. There is a corresponding risk of increased regulatory scrutiny if the Council does not meet the SHQS requirements. 5.6 Staffing There are no specific implications with this report. 5.7 Best Value and Transformation There are no specific implications with this report. Page 13
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5.8 Property The improvement and maintenance of the housing stock will ensure that it remains sustainable in the longer term both physically and environmentally. 5.9 Information Communications/Technology/Digital There are no specific implications with this report. 5.10 Equalities, Social Inclusion and Economic Impact While there are no negative equalities impacts, the investment programme and supporting appendix helps the Council evidence the Housing Service’s commitment to disabled adaptations, sheltered housing and enabling projects. This assists the Council in satisfying its statutory public sector equality duty. 5.11 Climate Change and Biodiversity Impacts The continued investment in the Council Owned Housing Stock identified in this report will assist the Council to achieve its climate change targets by utilising a range of energy saving measures that incorporate zero or low carbon into design, construction materials and systems that support the Council in achieving The Energy Efficiency Standard for Social Housing (EESSH). To this end the Council now as 996 properties which have an air source heat pump to provide heat to the property. 6. CONSULTATION 6.1 This report has been prepared in consultation with the Head of Housing and Property Services, Building Services Manager, Human Resources Manager, Chief Financial Officer, G Anderson, Senior Solicitor, the Equal Opportunities Officer and L Rowan, Committee Services Officer and any comments made have been incorporated into the report. 7. BACKGROUND PAPERS 7.1 None. Page 14
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APPENDIX I Housing Investment Annual Report 2025/26 and Update on SHQS Compliance Improvement Plan Report Investment Heading Programme 2025/26 2026/27 2027/28 Response Repairs West Area 969 998 1,028 East Area 1,521 1,567 1,614 Central Area 874 900 927 Gas Heating Repairs 636 655 675 Total 4,000 4,120 4,244 Void Repairs Void House Repairs 2,000 2,060 2,122 Estate Works Garage Upgrades 28 29 30 Asbestos 383 394 406 Landscape Maintenance 92 95 98 Estates/Forum Upgrades 237 244 251 Total 740 762 785 Cyclical Maintenance Gas Servicing 432 445 458 Solid Fuel Servicing 16 16 17 Air Source Heat Pump Servicing 67 69 71 Solar and battery 25 26 27 PIV 50 52 53 Smoke Detector Servicing 16 16 17 EICR 5 Year programme 100 103 106 External decoration & fabric repairs 860 886 912 General Servicing 30 31 32 Fire Risk Assessments & associated works 160 165 0 Total 1,756 1,809 1,693 Planned Capital Kitchens and Bathrooms 1,300 1,339 1,379 Bathroom Replacements 620 639 658 Central Heating 1,900 1,900 1,900 Doors and Windows 3,000 3,090 3,183 EESSH - Insulation 750 750 750 EESSH - Social Housing Net Zero Fund 500 0 0 EESSH 16,700 2,000 2,000 Major works 700 721 743 Roof replacements 1,052 1,084 1,116 Page 15
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Total 26,522 11,522 11,728 Planned Revenue Rainwatergoods 299 308 317 Rainwatergoods - Roof Moss Cleaning 239 246 254 Roof and Fabric Repairs 0 0 Plumbing Upgrades 62 64 66 Electrical Upgrades 150 155 159 Safety & Security 26 27 28 Sheltered Housing 12 12 13 Decoration Vouchers 124 128 132 Shower Installations 62 64 66 Total 974 1,003 1,033 Other investment Disabled Adaptations 400 412 424 Enabling Projects 51 53 54 Total 451 465 478 Proposed Investment 36,443 21,741 22,084 Page 16
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Report to: Housing and Community Safety Committee Meeting Date: 6 May 2025 Report by: Depute Chief Executive (Economy, Environment and Finance) Report No: HPS009/25/RI Author: Rebecca Irons, Customer Engagement Officer Contact Email: tenantparticipation@moray.gov.uk Subject: Tenant Participation Strategy 2024-2029 1. PURPOSE ☐ For Decision ☒ For Information 1.1 The purpose of this report is to note the progress achieved on the implementation of the Tenant Participation Strategy during 2024/25. 1.2 This report is submitted to Committee in terms of Section III (G) (10) of the Council’s Scheme of Administration. Relating to the preparation of housing quality plans and other such housing related plans as may be required to ensure effective implementation of strategic housing matters. 2. SUMMARY 2.1 This report presents the progress achieved on the implementation of the Tenant Participation Strategy 2024-29 during 2024/25. Page 17
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3. BACKGROUND AND CONTEXT 3.1 The Housing (Scotland) Act 2001 introduced the first legal framework for tenant participation in Scotland. Section 53 (1) of the 2001 Act sets out the statutory requirement for the development of a tenant participation strategy. The Act also requires all social landlords to consult tenants on a range of housing issues that affect them. 3.2 The Housing (Scotland) Act 2010 introduced the Scottish Social Housing Charter which came into force on 1 April 2012. The Charter sets out the minimum standards that tenants can expect from their landlord and is monitored by the Scottish Housing Regulator. Outcome 2 (communication) and Outcome 3 (participation) of the Charter are the most relevant to the development of a tenant participation strategy. 3.3 The Housing Service has developed and implemented tenant participation strategies since 2003. Following a consultation with tenants, the Tenant Participation Strategy 2024-2029 was approved by this Committee on 7 May 2024 (paragraph 8 of the Minute refers). 4. PROPOSALS PROGRESS ON STRATEGY IMPLEMENTATION 4.1 The overall aim of the Tenant Participation Strategy is to “work in partnership with our tenants to design and deliver good quality housing services”. The strategy is centred around three key outcomes: Outcome 1 A strong representation of tenants’ views and a wide range of engagement opportunities. Outcome 2 Our tenants are fully engaged in the process of policy formation, service review, scrutiny and decision making. Outcome 3 Our tenants, Council staff and Elected Members have the capacity to work together effectively. 4.2 These outcomes are supported by an Action Plan which monitors the implementation of the strategy. As part of the monitoring arrangements, the Committee reviews the Action Plan on an annual basis. Progress achieved during 2024/25 on each of the key outcomes is explained in detail below. Outcome 1: A strong representation of tenants’ views and a wide range of engagement opportunities. 4.3 We have promoted a blended approach to tenant participation activities, providing both in-person and digital opportunities to take part. A hybrid option is available for tenant meetings and activities using Microsoft Teams. An explainer video was made with a Tenant Forum member showing how to join an online meeting to support the Page 18
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shift to hybrid meetings. Hybrid meetings have enabled a tenant with mobility issues to attend meetings they would otherwise have not been able to. 4.4 Tenant participation opportunities have been promoted at in-person events including Families Fest at Elgin Town Hall, Pride in Moray at Forres and a series of Conversation Cafés in partnership with Northeast Tenants Residents and Landlords together (NETRALT). Conversation Cafés took place in Elgin, Lossiemouth and Buckie and will continue in different areas in the next reporting period. 4.5 An easy-read version of the Strategy was developed to make the strategy more accessible to tenants with learning disabilities. Easy read documents can also be useful for people with other communication difficulties. The Learning Disabilities Team were consulted as part of its development and it is available at www.moray.gov.uk/tenantparticipationstrategy. 4.6 The Council has one Moray-wide Registered Tenant Organisation (RTO) Moray Tenants Forum. The Forum represents tenants’ views and are consulted on housing policies, conditions and related services. The Forum regularly invites guest speakers to its meetings to learn about the challenges in delivering housing services and other areas of interest. In 2024/25, guest speakers covered a wide range of topics including the InfoHubs service, m.connect, the Tenant Satisfaction Survey 2024, Housing Performance and Supported Housing. 4.7 Tenant participation activities are continuously promoted through various channels. These include our Tenants’ Voice newsletter, website, social media platforms including Moray Council Tenants and Housing Facebook page and the register of interested tenants. The register has grown to 718 members and is used regularly to gather feedback and consult with tenants. While this number may fluctuate due to email unsubscribe requests, it more accurately reflects those tenants who genuinely wish to be contacted about participation opportunities. Tenant participation is inherently flexible, allowing tenants to engage based on their interests and other commitments. New methods have also been trialled for sending electronic mailshots and tenant participation updates. These include Gov.UK Notify and Microsoft Sway. The option to personalise messages and create more visually appealing content has resulted in greater engagement. 4.8 Tenant satisfaction with participation opportunities has decreased from 96.2% in 2021 to 74.9% in 2024, reflecting a national decline in satisfaction levels. However, one contributing factor is the difficulty tenants experience interpreting the wording of the Annual Return on the Charter (ARC) question. The 2021 survey included a leading question to help set the context. Removing this context-setting question in the 2024 survey has impacted the results, resulting in a high proportion of neutral responses (17.3%) which the technical guidance treats as negative. Those expressing dissatisfaction with participation opportunities was 7.9%. 4.9 The Tenant Survey Improvement Plan, approved by this Committee on 11 February 2025 (paragraph 10 of the minutes refers), aims to address this issue. By advancing Page 19
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the outcomes of the Tenant Participation Strategy action plan, we can improve satisfaction levels. Additionally, based on survey feedback, it may be necessary to provide tenants with more information about participation opportunities and demonstrate how their engagement can lead to positive changes. Outcome 2: Our tenants are fully engaged in the process of policy formation, service review, scrutiny and decision making. 4.10 The Customer Engagement Officer has played a key role in enhancing the capacity of the Moray Tenants Forum. Ongoing member recruitment efforts have led to increased meeting attendance during this reporting period. To better align with member preferences, the timing and location of Forum meetings has been adjusted; they are now held earlier in the day at community venues, with lunch provided after. The election of office bearers and the approval of a revised constitution at the Annual General Meeting on 5 November 2024 marked a significant milestone, transitioning the Forum from a council-led to a tenant-led group. 4.11 Our 3 tenant representatives can scrutinise the Council’s performance through representation on the Housing and Community Safety Committee. Tenant representatives attended a Housing Revenue Account (HRA) members briefing in February 2024 to improve their understanding of the Business Plan process and decision making about rent increases. 4.12 The Moray Tenants Forum provided feedback on the design of the Tenant Satisfaction Survey 2024 and took part in pilot testing before the survey went live. Forum members also input into the design of the Annual Performance Report, which includes a tenant approved stamp on the front cover. One Tenant Forum Member attended the Annual Performance Presentation delivered by Scotland’s Housing Network in October 2024. In addition, members provided feedback on issues they were aware of in their areas to the Asset team in advance of estate walkabouts taking place in October 2024. 4.13 The results of the Tenant Satisfaction Survey 2024 show a slight drop in tenants finding the tenants’ newsletter useful from 77% in 2021 to 75% in 2024. Members of the Forum reviewed the Tenants’ Voice in September 2024 and recommended forming a Tenant Editorial Panel. The Panel held an inception meeting on 14 February 2025 and will work with the Customer Engagement Officer to produce a more tenant- focused newsletter in 2025. 4.14 During 2024/25, the Housing Service consulted tenants and other service users on the following subjects: • Tenant Satisfaction Survey 2024 • Rent increase consultation • Grass Cutting Scheme • Greenwards Play Park, Elgin 4.15 Estate walkabouts are the main way in which tenants can be involved in the estate improvement process. Walkabouts are promoted via Moray Tenants Forum, the Page 20
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Tenants’ Voice newsletter (either a register your interest article or dates if available), website and social media. Once the schedule and meeting points are finalised by Housing Management, we contact tenants who have registered an interest in taking part and email our register of interested tenants. Two Tenant Forum members joined elected members and housing staff to identify areas for improvement in their local area. The Tenant Participation Monitoring Group are considering options for improving walkabout attendance. Outcome 3: Our tenants, Council staff and Elected Members have the capacity to work together effectively. 4.16 The Tenant Participation Advisory Service (TPAS) Certificate in Tenant Participation has been completed by the Customer Engagement Officer. 4.17 Tenant participation training sessions were delivered in October 2024 to support housing staff’s knowledge and understanding of tenant participation. Thirty-three housing staff from various departments attended the training which was facilitated by an independent tenant participation expert. An equivalent tenant session was also held which the Chair of the Housing and Community Safety Committee attended. 4.18 Two Tenant Forum members attended the annual TPAS conference in June 2024. The conference provides an opportunity for tenants to discuss the latest housing issues, learn from best practice, explore ideas and solutions. Tenant Forum members also participated in Office Bearer training on 7 March 2025. Forum documents are available online including their constitution, code of conduct and meeting minutes at www.moray.gov.uk/moraytenantsforum. 4.19 We are members of and work in partnership with regional tenant groups including NETRALT and Northern Tenants Partnership (NTP). For example, working with both groups to deliver a digital event to tenants and residents across the Northeast region and Highlands and Islands in September 2024. NETRALT were nominated as a finalist in the Tenants Information Service (TIS) National Excellence Awards 2024 in the Excellence in Digital Engagement category. The nomination focused on their collaboration with Northern Tenants Partnership. Housing Service Support for Tenant Participation 4.20 The Housing Service supports the Moray Tenants Forum by making grant funding available each year to support its activities and cover its running expenses. It also provides additional resources to support tenant participation such as staff time and administrative support (for example, taking minutes at meetings and arranging venues). 4.21 As part of the Council’s Housing Investment Programme, there is a combined Estates and Tenant Forum budget of £237k available for environmental improvement projects identified through estate walkabouts with tenants, housing staff and elected members. Page 21
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5. SUMMARY OF IMPLICATIONS 5.1 The table below shows whether risks and implications apply if the recommendations are agreed: SUBJECT YES NO Corporate Plan and 10 Year Plan (Local Outcome Improvement Plan) X Policy and Legal X Financial X Risk X Staffing X Best Value and Transformation X Property X Information Communications Technology/Digital X Equalities. Social Inclusion and Economic Impact X Climate Change and Biodiversity Impact X 5.2 Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP)) Improved Collaborative Leadership, as part of continuous improvement through Best Value, will better enable the Council to fulfil the ambitions set out in its strategic plans. a) Links to Council Corporate Plan – The proposals in this report support and contribute to improved outcomes for communities as outlined in the following Council Plan strategic priorities: ☐ Tackle Poverty and Inequality. ☐ Build Stronger Greener Vibrant Economy. ☒ Build Thriving, resilient, empowered Communities. b) Links to Local Outcomes Improvement Plan – The proposals in this report support and contribute to improved outcomes for communities as outlined in the following local Outcomes Improvement Plan priorities: ☐ Developing a diverse, inclusive, and sustainable economy ☐ Building a better future for our children and young people in Moray. ☒ Empowering and connecting communities. ☐ Improving wellbeing of our population 5.3 Policy and Legal A Tenant Participation Strategy is a legal requirement under the Housing (Scotland) Act 2001. The Housing (Scotland) Act 2010 introduced the Scottish Social Housing Charter which came into effect in 2012. The Charter sets out the minimum standards and outcomes that social landlords should meet and includes outcomes relevant to tenant participation. The Scottish Housing Regulator is responsible for monitoring compliance with the Charter. Page 22
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5.4 Financial There are no financial implications arising from this report. One off Costs: Service Area Budget Budget Years Proposed Spend this Year Virement From Other Comments Annually Recurring Costs: Service Area Budget With Effect From Annual Net Impact Virement From (if applicable) Other Comments 5.5 Risk The Scottish Housing Regulator requires that tenants are provided with meaningful opportunities to participate in the management of their homes and decision-making processes. Failure to develop an appropriate tenant involvement strategy presents a regulatory risk along with a failure to deliver a customer focussed service. 5.6 Staffing There are no staffing implications arising from this report. 5.7 Best Value and Transformation Effective tenant participation helps to improve housing services and achieve better value for money. 5.8 Property There are no property implications arising from this report. 5.9 Information Communications/Technology/Digital Increasing digital engagement opportunities is a theme of the Strategy action plan. 5.10 Equalities, Social Inclusion and Economic Impact An Integrated Impact Assessment was previously completed for the Tenant Participation Strategy 2024-29 and no negative impacts identified. Through its commitment to accessibility and inclusive communications, the strategy is supporting the Council to satisfy the statutory public sector equality duty. 5.11 Climate Change and Biodiversity Impacts There are no implications for climate change or biodiversity arising from this report. 6.1 CONSULTATION 6.2 This report has been prepared in consultation with the Head of Housing and Property, senior managers within Housing and Property, Human Resources Manager, Page 23
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Chief Financial Officer, Chair of Moray Tenants Forum, Georgina Anderson, Senior Solicitor, the Equal Opportunities Officer, Lissa Rowan, Committee Services Officer and any comments made have been incorporated into the report. 7. BACKGROUND PAPERS 7.1 With author. Page 24